Administrative Associate

Job Title

Performs a higher level of a variety of complex and administrative duties in an office environment that supports the overall function of the office. Provides administrative support to department, school, or college and may act as the key administrative support person for the unit. May provide oversight of student and temporary employees. Involves the exercise of independent judgment and discretion about matters of significance.

Essential Duties and Responsibilities

• Financial Management:
  Manage and reconcile budgets, monitoring expenses and revenues. Prepare and/or approve financial documents and prepare necessary financial reports. Assist Chair with forecasting revenues and expenses for each semester. Compiles data for department, accreditation, and other purposes.
• Administrative Support:
  Serves as an informational resource and provides advice and counsel to students, faculty, and staff. Assists faculty, staff, and students with inquiries, problems, or projects that require independent judgement and interpretation of policies, procedures, and compliance. Enter hiring actions through appropriate systems for department; assist candidates with travel arrangements and reimbursements; assist with hiring processes and ensure completion of hiring documentation.
  
  Process travel purchase orders, reimbursements. Create and monitor e-contracts for adjuncts, summer compensation
• Academic Program Support:
  Assist Chair in preparation and updating of class schedules. Input class schedule changes in Banner/Oracle each semester. Review and proof updates to ensure correctness and track enrollments.
• Student Support:
  Create and monitor e-contracts and scholarship paperwork for Graduate Assistants ensuring all hiring documents are obtained. Process travel purchase orders and reimbursements for Graduate Assistant (GA) travel.
• Grant/Contracts Financial Management:
  Manage the financial aspects of grants. Review and/or approve expenditures to ensure compliance with grant. Provide assistance to PI.
• Special Events:
  Assist with preparations for professional conferences, assist guest speakers with travel arrangements and reimbursements. Provide guidance to conference director to ensure compliance with university policies and procedures and budget constraints.
• Serves as point of contact for Physical Plant, Campus Planning and Design, Space Planning, Contractors, IT, submitting works orders as needed and following up to ensure completion. Maintains inventory and handles department purchases.
• Performs other duties as assigned.

Bachelor's Degree in relevant area and two (2) years of appropriate experience. Relevant experience may substitute for required education.

Applicants must be authorized to work in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.